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In Excel for Mac 2011 Essential Training, author Curt Frye gives a comprehensive overview of Excel, the full-featured spreadsheet software from Microsoft. The course covers key skills such as manipulating workbook and cell data, using functions, automating actions, printing worksheets, and collaborating with others. Exercise files accompany the course.
When you create an Excel workbook, it comes with one worksheet where you can store data, create formulas, add images, and so on. A worksheet is like a folder in a drawer; it can store lots of data and span more than one printed page. And as with file folders, the best way to organize your data is to create a separate worksheet for data in a specific set. For example, if you create a workbook to summarize yearly sales data, you could create a worksheet for each month. In this movie, I'll show you how to create, delete, and manage your worksheets. The workbook I have here, ManageWorksheets, has two sheets.
The first one is called Sheet1 - that's one we're seeing right now - and that contains monthly revenue for the years 2005 through 2010. You know that you're on Sheet1 if you look at the tab bar here at the bottom of the Excel program window. That is where you'll see Sheet1, and you'll also see that there's a tab for a second worksheet called Yearly. The active worksheet is white, and the inactive worksheet, or any inactive worksheet, is gray. If you want to display the other worksheet, in this case the one called Yearly, you could click its sheet tab, which is here.
When you do, Excel displays the new worksheet. To go back, just click the other sheet tab, and you'll move right to it. If you want to create a new worksheet, you can do so by clicking in the Insert Sheet button, which is down here at the bottom. It looks like a Plus sign. When you click it, you get a new worksheet, and Excel names the worksheets by incrementing a numerical value. So, for example, if you have Sheet1 and another worksheet called Yearly, this one will be Sheet2. Well, actually, I'll just show you by creating another one. We have Sheet1 and Sheet2. If we insert another sheet, it's Sheet3, and so on.
There is no practical limit to the number of worksheets you can put in a workbook, but if you start to get more than 15 or 20, you should think about splitting your data into more than one workbook. Now let's go back to Sheet1 by clicking its tab. The name Sheet1 tells you absolutely nothing about the data that's currently on this worksheet. By contrast, notice that the other worksheet, Yearly, gives you an idea that it probably contains a yearly summary of your data. So instead of leaving this worksheet name Sheet1, I will instead change its name to Monthly. To rename a worksheet, you double-click its sheet tab.
Doing so highlights the name of the worksheet, and you can just type in the new name. I'll call it Monthly. When you're done, press Return, and Excel renames your worksheet. Now let's suppose that you want to move a worksheet to another workbook. You might want to move the data without having to bother with copying and pasting. You just want to take the entire worksheet, send it straight over. No worries. To do that, you select the worksheet, and then on the Edit menu, click Move or Copy Sheet. This is one of the commands that's only available through the menu system. So click Edit > Move or Copy, and you get the Move or Copy dialog.
You can now select the open workbook that you want to move the sheet to, or if you click this list box button, you can also select (new book). That's what I'll select right now. By selecting (new book), you can move your worksheet to the other workbook, or in this case put it by itself in a new workbook. If you want to copy the worksheet instead of moving it entirely - in other words, what I'm doing right now will remove the worksheet from this workbook and move it to this new workbook - if instead you want to create a copy and leave the existing copy of the Monthly worksheet in this workbook, you can check the Create a copy box.
When you do and click OK, Excel creates a new workbook, and you can see that I have the Monthly worksheet. However, if I switch back to ManageWorksheets, you see that the worksheet is still there. If you want to reposition a worksheet within a workbook, you can do that by dragging its sheet tab. For example, let's say that I wanted to move the Monthly worksheet to the right of the Yearly worksheet, in other words put it after the Yearly worksheet in the order of the workbook. To do that, you click and drag the sheet tab, and you'll see that your mouse pointer has changed to an icon, which is a file icon.
Also, there is a small downward- pointing black triangle. That tells you to position the worksheet will be in when you release the left mouse button. So if I drag it over here, you'll see that the indicator is now to the right of the Yearly tab. If I release the mouse button, the tabs have changed places. If you tend to move left to right or right to left through your workbook, then changing the order of your worksheets is going to be helpful. Just a workflow thing. I hope you'll find it useful. One way that you can bring attention to a worksheet is by changing the color of its sheet tab. For example, let's suppose that the Yearly worksheet has some information that you wanted another user to look at.
You can indicate that by changing the color of the sheet tab. To do so, you hold down the Ctrl key and click the sheet tab and then click Tab Color. You can select the color. I will select red. And Excel changes that sheet's tab color to the color you selected. Close the dialog. Just click the close button here at the top left. Finally, I'll show you how to delete a worksheet. You can delete a worksheet by Ctrl+Clicking its sheet tab. So in other words, if I want to delete the Sheet2 worksheet, I'll just hold down the Ctrl key, click its sheet tab and then click Delete.
Deleting a worksheet is nonreversible; you can't go back, and all of the data is gone. So be sure that you want to get rid of the worksheet. In this case the worksheet is empty, so I can get rid of it by clicking OK. Determining how many worksheets to create in the workbook is something of an art, so don't be afraid to restructure your workbooks until you find a solution you like. If you decide to combine data for more than one worksheet into a single worksheet, be sure you copy the data over before you delete the worksheet it was on. Once a worksheet is deleted, it's gone for good.
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